Job Description

Application Deadline: 05/10/2023

Address: 105-119-129 rue St-Jacques O

Job Family Group: Business Management

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders.
• Analyzes data and information to provide insights and recommendations.
• Leads the planning, coordinating and implementing department events.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Analyzes issues and determines next steps.
• Broader work or accountabilities may be assigned as needed.

Qualifications: * Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.

• Specialized knowledge.
• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.

Ex\xc3\xa9cuter diff\xc3\xa9rentes t\xc3\xa2ches administratives et de bureau, administrer les ressources financi\xc3\xa8res et humaines et fournir un soutien professionnel \xc3\xa0 un ou plusieurs gestionnaires et \xc3\xa0 leurs subordonn\xc3\xa9s imm\xc3\xa9diats. Le titulaire du poste fournit des services administratifs g\xc3\xa9n\xc3\xa9raux en veillant au respect de tous les processus administratifs et op\xc3\xa9rationnels ainsi que des normes de contr\xc3\xb4le, tout en cherchant \xc3\xa0 d\xc3\xa9terminer et \xc3\xa0 d\xc3\xa9velopper des occasions d\xe2\x80\x99am\xc3\xa9lioration et \xc3\xa0 participer \xc3\xa0 leur mise en \xc5\x93uvre, et contribue ainsi \xc3\xa0 la bonne marche du groupe d\xe2\x80\x99exploitation.

• Soutenir la mise en \xc5\x93uvre des initiatives strat\xc3\xa9giques, et faire le suivi des indicateurs et des \xc3\xa9tapes importantes.
• \xc3\x89tablir des relations efficaces avec les parties prenantes internes et externes.
• Analyser les donn\xc3\xa9es et les renseignements pour fournir des id\xc3\xa9es et des recommandations.
• Diriger la planification, la coordination et la tenue des activit\xc3\xa9s du service.
• Offrir du soutien sp\xc3\xa9cialis\xc3\xa9 et professionnel \xc3\xa0 un dirigeant et \xc3\xa0 ses directeurs principaux au sein d\xe2\x80\x99un service ou d\xe2\x80\x99un groupe d\xe2\x80\x99exploitation important et diversifi\xc3\xa9.
• Assurer la coordination et le suivi des budgets; produire des rapports sur les r\xc3\xa9sultats par rapport aux budgets.
• Offrir du coaching et du mentorat au personnel administratif d\xc3\xa9butant pour l\xe2\x80\x99aider \xc3\xa0 acqu\xc3\xa9rir les comp\xc3\xa9tences n\xc3\xa9cessaires \xc3\xa0 l\xe2\x80\x99exercice de ses responsabilit\xc3\xa9s actuelles.
• G\xc3\xa9rer et surveiller les calendriers et les \xc3\xa9v\xc3\xa9nements \xc3\xa0 venir. Transmettre les invitations aux r\xc3\xa9unions, r\xc3\xa9server les salles de r\xc3\xa9union et prendre les dispositions n\xc3\xa9cessaires, notamment quant aux ressources, pour que les r\xc3\xa9unions se d\xc3\xa9roulent efficacement et sans probl\xc3\xa8me. Participer \xc3\xa0 la coordination et la tenue des activit\xc3\xa9s du service.
• \xc3\x89tablir et maintenir un syst\xc3\xa8me de classement; veiller \xc3\xa0 ce qu\xe2\x80\x99il soit facile d\xe2\x80\x99acc\xc3\xa9der aux rapports d\xe2\x80\x99activit\xc3\xa9s, aux rapports d\xe2\x80\x99exploitation, aux formules et \xc3\xa0 tout autre document, en version \xc3\xa9lectronique ou papier.
• Appuyer l\xe2\x80\x99\xc3\xa9laboration d\xe2\x80\x99un message personnalis\xc3\xa9, ce qui peut comprendre la r\xc3\xa9daction, la r\xc3\xa9vision et la transmission des communications (ex., correspondance, pr\xc3\xa9sentations, politiques et proc\xc3\xa9dures).
• Acheminer les communications sortantes. R\xc3\xa9pondre aux appels \xc3\xa0 la ligne t\xc3\xa9l\xc3\xa9phonique centrale, r\xc3\xa9pondre aux demandes de renseignements ou les acheminer.
• Traiter les factures en vue de leur r\xc3\xa8glement, conform\xc3\xa9ment aux processus, aux lignes directrices et aux ententes avec les fournisseurs consign\xc3\xa9s.
• Pr\xc3\xa9parer et consigner les demandes de remboursement de frais et les notes de frais par service. Faire le suivi des d\xc3\xa9penses pour assurer le respect du budget.
• S\xe2\x80\x99occuper des r\xc3\xa9servations de voyage, en faisant des r\xc3\xa9servations de vol et d\xe2\x80\x99h\xc3\xb4tel selon les besoins.
• Assurer la liaison avec les unit\xc3\xa9s d\xe2\x80\x99affaires internes et les fournisseurs externes et participer \xc3\xa0 la coordination et \xc3\xa0 la mise en \xc5\x93uvre de mesures li\xc3\xa9es aux locaux et aux immeubles, et notamment aux employ\xc3\xa9s contractuels ou occasionnels et aux membres du personnel qui arrivent dans l\xe2\x80\x99organisation ou qui la quittent, aux relocalisations, \xc3\xa0 la planification des bureaux et aux besoins de nouveau mobilier, tout en veillant \xc3\xa0 ce que les op\xc3\xa9rations soient interrompues le moins possible.
• G\xc3\xa9rer les stocks de fournitures; \xc3\xa0 cette fin, v\xc3\xa9rifier les stocks pour en d\xc3\xa9terminer le niveau; pr\xc3\xa9voir les fournitures n\xc3\xa9cessaires; passer les commandes de fournitures et en demander la livraison; v\xc3\xa9rifier la r\xc3\xa9ception des fournitures.
• Assurer la gestion et le suivi des heures suppl\xc3\xa9mentaires, des demandes de primes de disponibilit\xc3\xa9, des vacances et des absences du personnel, conform\xc3\xa9ment aux lignes directrices de la Banque ou de la direction, afin d\xe2\x80\x99assurer le respect des droits aux vacances et de d\xc3\xa9terminer la disponibilit\xc3\xa9 des employ\xc3\xa9s.
• Coordonner les besoins de formation du personnel (recherche, r\xc3\xa9servations, annulations, confirmations, etc.).
• Collaborer avec les parties prenantes internes et externes pour atteindre les objectifs d\xe2\x80\x99affaires.
• Classer les renseignements pour assurer l\xe2\x80\x99exactitude et l\xe2\x80\x99exhaustivit\xc3\xa9.
• Ex\xc3\xa9cuter des t\xc3\xa2ches complexes et diversifi\xc3\xa9es en respectant les r\xc3\xa8gles et les limites \xc3\xa9tablies; g\xc3\xa9rer au besoin les demandes de transmission \xc3\xa0 l\xe2\x80\x99\xc3\xa9chelon sup\xc3\xa9rieur des autres employ\xc3\xa9s.
• Analyser les probl\xc3\xa8mes et d\xc3\xa9terminer les prochaines \xc3\xa9tapes.
• Des t\xc3\xa2ches et des responsabilit\xc3\xa9s plus larges peuvent \xc3\xaatre attribu\xc3\xa9es au besoin.

Qualifications : * G\xc3\xa9n\xc3\xa9ralement de trois \xc3\xa0 cinq ann\xc3\xa9es d\xe2\x80\x99exp\xc3\xa9rience professionnelle pertinente dans une fonction de soutien administratif ou professionnel avec dipl\xc3\xb4me d\xe2\x80\x99\xc3\xa9tudes postsecondaires dans un domaine connexe, souhaitable.

• Connaissances sp\xc3\xa9cialis\xc3\xa9es.
• Comp\xc3\xa9tences en communication orale et \xc3\xa9crite \xe2\x80\x93 bonnes comp\xc3\xa9tences.
• Comp\xc3\xa9tences en organisation \xe2\x80\x93 bonnes comp\xc3\xa9tences.
• Comp\xc3\xa9tences pour la collaboration et le travail d\xe2\x80\x99\xc3\xa9quipe \xe2\x80\x93 bonnes comp\xc3\xa9tences.
• Comp\xc3\xa9tences en analyse et en r\xc3\xa9solution de probl\xc3\xa8mes \xe2\x80\x93 bonnes comp\xc3\xa9tences.

We\xe2\x80\x99re here to help

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one \xe2\x80\x93 for yourself and our customers. We\xe2\x80\x99ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we\xe2\x80\x99ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at .

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other\xe2\x80\x99s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.

BMO Financial Group